Executive Assistant – Executive Support

Job Description

ADMINISTRATIVE ASSISTANT – HUMAN RESOURCES | NAVY EXCHANGE SERVICE COMMAND (NEXCOM)

The Tone:
This is a part-time role at NAVY EXCHANGE SERVICE COMMAND (NEXCOM), located in Virginia Beach, VA. NEXCOM is a vital organization supporting the U.S. Navy’s quality of life programs for Sailors and their families worldwide through its network of exchanges, services, and activities. This Administrative Assistant role is critical to the efficient functioning of supported NEXCOM activities, requiring extensive knowledge of the organization. You will provide essential technical and administrative support to senior management, enabling them to effectively review operations, monitor progress, and make informed operational decisions.

The TL;DR
• Role: Part-time
• Type: Flexible (0 – 19.5 hours)
• Location: In-person, Virginia Beach, VA

• Team: Reports directly to the Head of a large NES Activity or a NEXCOM Group/Division VP/SVP.
• Mission: Provides comprehensive technical and administrative support to senior management, ensuring efficient operations and effective communication within supported activities.
• Tech Stack: Word processing software, Spreadsheet software, Database software, Graphics computer software.

What You’ll Actually Do
• Research & Analysis: Conduct extensive research to gather and compile necessary data and analyze information, supporting various programs and initiatives by utilizing a variety of word processing, spreadsheet, database, and graphics computer software.
• Reporting & Presentation: Prepare comprehensive reports, charts, and slides from rough drafts or on own initiative, ensuring they are clear, complete, correct, and conform to applicable procedures for use by senior management in reviewing operations and making key operational decisions.
• Correspondence & Communication Management: Receive, review, and accurately route incoming correspondence to the appropriate personnel for action, or prepare draft responses, actively ensuring all required actions and replies are completed within established time frames.
• Meeting & Travel Logistics: Screen requests for meetings or briefings for senior management, expertly arranging all logistics including space, time, and staff representations, assembling necessary background materials and agenda items, and planning/maintaining travel schedules, preparing travel orders, and processing claims.
• Administrative & Financial Support: Maintain division records, logs, manuals, and other references, order, track, and report expenses, expenditures, payroll, and office supplies against budget, perform critical timekeeping functions, and politely receive visitors and telephone calls, treating all customers with respect and courtesy.

The Must-Haves
• Background: This position requires a professional with a foundational understanding of general clerical duties and specific experience in administrative support for management. Candidates should have a high school education, with the option for academic study above the high school level to substitute for some experience.
• Experience: A minimum of 3 years performing general clerical duties such as filing, typing, copying, scanning, greeting visitors, and processing invoices. Additionally, 1 year of specialized experience performing administrative duties for management professionals, including preparing reports, managing appointments, writing correspondence, and coordinating travel arrangements.
• Skills: Proficiency in using word processing, spreadsheet, database, and presentation software. Strong organizational skills for managing records, schedules, and deadlines. Excellent written and verbal communication skills for preparing correspondence, screening calls, and interacting courteously with internal and external customers.